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About the role:
The Office Administrator supports facilities management, and administrative functions for the corporate headquarters. This role ensures an efficient, well鈥憁aintained, and highly functional office environment that supports a 100+ employee workforce.
Acting as the primary point of contact for facilities and vendor partners, this position oversees fulfillment of all service contracts, and workplace resources. 聽The ideal candidate is highly organized, proactive, solutions鈥憃riented, and able to independently manage multiple operational priorities while maintaining a high standard of service.
Key Responsibilities
Executive Administrative Support
路聽聽聽聽聽聽 Manage complex and dynamic calendars across multiple time zones.
路聽聽聽聽聽聽 Schedule and coordinate internal and external meetings, appointments, and events.
路聽聽聽聽聽聽 Prioritize scheduling based on business needs, deadlines, and executive preferences.
路聽聽聽聽聽聽 Prepare meeting materials, agendas, and take accurate meeting notes.
路聽聽聽聽聽聽 Partner closely with the Executive Administration function to support leadership operations and communication flow.
Office & Facilities Management
路聽聽聽聽聽聽 Oversee day鈥憈o鈥慸ay facilities needs including maintenance, repairs, cleaning, and safety compliance.
路聽聽聽聽聽聽 Act as point of contact for facilities and office鈥憆elated vendors, including submitting work requests and monitoring service level expectations.
路聽聽聽聽聽聽 Maintain office layout, space planning, seating charts, and workstation readiness.
路聽聽聽聽聽聽 Ensure the office remains clean, organized, stocked, and functioning at a high level鈥攊ncluding supplies, equipment, conference rooms, and shared spaces.
HR & Employee Experience Coordination
路聽聽聽聽聽聽 Partner with HR on onboarding and offboarding needs including workspace setup, badges, and building access.
路聽聽聽聽聽聽 Own company merchandise stocking, distribution and inventory as needed, supporting new hires, and employee recognition events.
路聽聽聽聽聽聽 Support employee experience initiatives, corporate events, and culture鈥慴uilding activities.
路聽聽聽聽聽聽 Assist with office鈥憌ide communications related to facilities updates, office closures, maintenance windows, etc.聽
Qualifications
路聽聽聽聽聽聽 Strong organizational skills with the ability to multitask and manage competing priorities in a fast鈥憄aced environment.
路聽聽聽聽聽聽 Professional demeanor and strong communication skills.
路聽聽聽聽聽聽 Collaborative team player with a positive, service鈥憃riented attitude.
路聽聽聽聽聽聽 Proficient in Microsoft Outlook, Word, and Excel.
路聽聽聽聽聽聽 Ability to maintain confidentiality and handle sensitive information with discretion.
Experience
路聽聽聽聽聽聽 2 - 3 years of experience in an Executive Administrative, Administrative Assistant, office management, facilities coordination or similar role.
路聽聽聽聽聽聽 Experience overseeing vendor relationships and service contracts.
路聽聽聽聽聽聽 Experience in corporate office environments strongly preferred.
路聽聽聽聽聽聽 Demonstrated ability to work independently with proactive problem鈥憇olving.
Physical Requirements
路聽聽聽聽聽聽 Sit and/or stand for extended periods (typically 6-8 hours per day) while performing computer-based tasks and facility support tasks.
路聽聽聽聽聽聽 Use hands and fingers to operate standard office equipment, including computers, keyboards, mice, telephones, scanners and printers.
路聽聽聽聽聽聽 Occasionally stand, walk, bend, stoop, or reach to access filing cabinets, retrieve documents, or attend meetings.
路聽聽聽聽聽聽 Lift, carry, push, or pull light objects and materials weighing up to 20-25 pounds (e.g., boxes of files or office supplies).
路聽聽聽聽聽聽 Have sufficient vision (with or without correction) to read computer screens, printed documents, and small print; and sufficient hearing to communicate effectively by phone and in person.
路聽聽聽聽聽聽 Work in a typical indoor office environment with moderate noise levels from office equipment, conversations, and occasional interruptions.
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